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Kwikfit Automated Invoicing Process

Introduction​

This document outlines the automated invoicing process between ViSN and Kwikfit's IPP (Invoice Processing Platform) system. The process enables seamless invoice number generation and synchronization, eliminating manual intervention in the invoicing workflow.

Overview​

The automated invoicing process consists of two main data flows:

  1. Export Flow: ViSN exports authorized transactions to Kwikfit IPP
  2. Import Flow: Kwikfit IPP returns invoice numbers back to ViSN

Process Flow​

Detailed Process Steps​

Phase 1: Export to Kwikfit IPP​

  1. Transaction Authorization

    • Enquiry status changes to "Authorized" or "Partially Authorized"
    • ViSN generates IPP export file with authorized job lines
    • File follows the format specified in Kwikfit IPP Exports

  2. Daily Export

    • Scheduled export runs daily
    • File contains all authorized transactions from the past 24 hours
    • File is transferred to Kwikfit via secure channel

Phase 2: Invoice Processing at Kwikfit​

  1. Job Import

    • Kwikfit IPP system imports the authorized transactions
    • Jobs are processed and prepared for invoicing

  2. Invoice Generation

    • When jobs are ready for invoicing, IPP generates invoice numbers
    • Each job line receives a unique invoice number

Phase 3: Invoice Number Return to ViSN​

  1. JSON File Creation

    • Kwikfit creates a JSON file containing invoice numbers
    • File includes mapping between enquiry numbers and invoice numbers

  2. SFTP Transfer

    • JSON file is transferred back to ViSN via SFTP
    • Secure file transfer ensures data integrity

Phase 4: ViSN Processing​

  1. File Processing

    • ViSN receives and processes the JSON file
    • System validates file format and data integrity File follows the format specified in Kwikfit IPP Imports

  2. Enquiry Matching

    • ViSN matches invoice numbers to enquiries using enquiry numbers
    • Each enquiry is updated with its corresponding invoice number

  3. Status Update

    • Enquiry status is updated to "Invoiced"
    • Process is completed successfully

Benefits​

Operational Benefits​

  • Automation: Eliminates manual invoice number entry
  • Accuracy: Reduces human error in invoice processing
  • Efficiency: Faster invoice processing cycle
  • Traceability: Complete audit trail of invoice generation

Business Benefits​

  • Cost Reduction: Lower operational costs through automation
  • Improved Cash Flow: Faster invoice processing and payment cycles
  • Better Customer Service: More accurate and timely invoicing
  • Compliance: Automated adherence to invoicing standards

Monitoring and Maintenance​

Key Metrics​

  • Export file generation success rate
  • JSON file processing success rate
  • Enquiry matching accuracy
  • Average processing time per batch

Maintenance Tasks​

  • Regular monitoring of SFTP connectivity
  • Validation of data integrity
  • Performance optimization
  • Error log analysis

Security Considerations​

  • Data Encryption: All file transfers use encrypted channels
  • Access Control: Restricted access to SFTP directories
  • Audit Logging: Complete audit trail of all file transfers
  • Data Retention: Appropriate retention policies for invoice data

Future Enhancements​

  • Real-time processing capabilities
  • Enhanced error reporting and alerting
  • Integration with additional payment systems
  • Advanced analytics and reporting features
Authored By: Vishwa Kumar on Oct 26, 2025